The Document Module is not just a repository for documents but can be used to control who has access to each document or type of document, and track who has read such documents. For example, a large airline has manuals which the pilot needs to read and have access to, an engineer does not necessarily need to read the manual but may need to have access to it.
Documents are not distributed to individual users but are distributed to users by the ‘Roles’ assigned to them; these are set up in the Contacts Module. If a company has multiple Organisations and/or Departments setup, then the document can also be distributed to Organisations and/or Departments.
Reading Documents
When company documentation is distributed through Centrik and if relevant to your role, you will be notified through your homepage of Centrik as well as being notified by email (if your organisation is using the tracking functionality).
If notified via email you can click on the link contained within the email, this will direct you to that specific documentation. Alternatively, you can access new and updated documentation through the My documents to read area within the module.
Selecting the Document module from the side menu bar, then clicking on the ‘My Documents to Read’ tab will display any outstanding documents that you have.
Documents are listed in order of their status; the system will be defaulted to display any unread documents first.
The ‘Mark as Read’ button displays if document tracking is enabled by your organisation.
The document must be opened before it can be marked as read, attempting to click the ‘Mark as Read’ button from the overview page will generate a system warning.
The ‘?’ button informs you why you are receiving this document, clicking on it will display the user role that you are in that relates to this document.
How to make a Document ‘Mark As Read’
1. Click on the Title of the document to read
2. Once the document is displayed you can record it has been read by clicking on the ‘Mark as Read’ button.
Once read the document is removed from your Unread Documents list
Changing the filter within the search area will allow you to view Unread Documents or a combined listing of Unread/Read Documents.
Search Functionality
All users have the ability to search for specific text within the Documents Module.
By typing a word in the search bar a system user can search either for a document title only or for specific text (this includes the title and content).
Enter text into the search area and clicking on the magnifying glass will show the results:
The documents module can be configured via Centrik to show a number of text, date and or version fields so each client site may contain subtle differences.